Start with the actual request
A new school may ask for reports, attendance information, curriculum details or records of support. The exact requirements vary. Obtain the current list from the receiving school and ask which documents are essential for application, which are needed later and whether there is a preferred format.
Check whether records should come directly from the previous school. Ask about the acceptable language and whether a translation must meet particular standards. Do not pay for a full translated archive before finding out what the recipient will use.
Request records while contacts are still easy to reach
Contact the previous school with the child's details, the required documents and a realistic deadline. Give staff enough information to understand the request, including the receiving school's instructions where relevant. Ask how long preparation normally takes, especially near holidays or the end of term.
Keep the name and contact details of the person handling the transfer. If your move date is uncertain, explain that and agree how later records will be added. A final report issued after departure may otherwise be overlooked.
Add context where a document needs it
A report can contain grading scales or year-group terminology that mean little outside its original system. Ask whether the school can provide an explanation of the scale or a brief curriculum summary. Let the receiving school decide how to interpret placement; do not relabel a grade yourself to make it seem equivalent.
Where a child has existing support, ask which current plans or assessments are needed and who should receive them. Share relevant information through the appropriate school channel. Sensitive records should not be forwarded casually to a broad parent group or an unverified personal address.
Include strengths and interests in conversations as well as formal difficulties. A short parent note can explain what the child enjoys and how they work at home, but keep it separate from official school records so the source is clear.
Check the transfer rather than assuming it arrived
Keep a copy of what you sent and request confirmation that the school can open the files. Use clear filenames and avoid password arrangements that the recipient cannot access. If secure document sharing is offered, follow its instructions.
Store original paper documents safely and take only the copies needed for a meeting. Mark which version is current when a report or support plan is updated. Once the child starts, ask whether any further information would help the teacher. A transfer is most useful when the records reach the people who will actually use them.
